Executive Assistant Job at Vaxcyte in San Carlos

Join our Mission to Protect Humankind!

Vaxcyte is a clinical-stage vaccine innovation company engineering high-fidelity vaccines to protect humankind from the consequences of bacterial diseases, which have serious and costly health consequences when left unchecked. Working to eradicate or treat bacterial infections such as invasive pneumococcal disease, Group A Strep, periodontitis and Shigella is just the beginning. Our path to success is clear and well-defined, and Vaxcyte is set up to go the distance.

WHAT we do is every bit as important as HOW we do it! Our work together is guided by four enduring core values:

*RETHINK CONVENTION: We bring creative and intellectual diversity to every facet of the work we do in order to innovate and re-innovate the way vaccines are delivered.

*AIM HIGH: We embody our collectively audacious goal to courageously make the most complex biologics ever attempted to protect humankind.

*LEAD WITH HEART: Everyone leads at Vaxcyte with a kindness-first, inclusive approach to collaboration and vigorous debate that advances our business objectives.

*MODEL EXCELLENCE: The magnitude of our challenge requires our shared commitment to demonstrating integrity, accountability, equality and clarity across communications and decision making.

Summary:

Vaxcyte is seeking a talented and experienced Executive Assistant to provide administrative support to the President & CFO and the Sr. VP, Corporate Communications & Investor Relations. The ideal candidate has a natural passion for learning, enjoys taking on new tasks and projects, has an eye for perfection, and excels in an energetic, fast-paced environment while being able to understand big picture needs. This individual must be a self-starter, who is proactive, well-organized, anticipates needs and prioritizes tasks, and has a high degree of poise, emotional intelligence and professionalism. Strong business judgment with excellent communication skills is essential. The candidate will be a strategic partner bringing everything together, from calendaring and travel, team support, and prioritizing workflows.

Essential Functions:

• Key Responsibilities in supporting the President and CFO:
• Optimize and ensure executive's preparation and effectiveness.
• Arrange and manage all aspects of travel for the executive, including flights, hotels, ground transportation, and detailed itineraries.
• Process and managed executive's expense reports.
• Proactively and strategically manage executive's calendar, prioritize and update based on solid understanding of the context for requests.
• Manage calendaring and logistics of Audit Committee meetings.
• Understand and help prioritize key strategic initiatives and tasks; assist executive in managing and addressing outstanding to-dos and requests.
• Represent Vaxcyte to and developed relationships with several external constituents.
• Attend important meetings, take detailed minutes, and distill critical takeaways from discussions. Provide the executive with a concise summary and actionable plan, ensuring timely follow-up on all assigned action items.
• Collaborate with executive to manage strategy for and calendaring of executive's direct report 1x1 meetings, skip-level meetings, G&A leadership team meetings, all-G&A meetings, among others.
• Manage logistics for and collaborate with Associate to the President & CFO to plan executive's offsite meetings, including G&A leadership team and all-G&A meetings.
• Liaise with executive assistants and others at organizations for which the executive serves as a director and committee member to manage Board and Committee meeting and 1x1 meeting calendar requests, travel logistics and expense reimbursements.
• Manage the company's corporate relationship with United Airlines, including serving as point person with airline representative, tracking spend levels and managing utilization of points program for employees.
• Key Responsibilities in supporting the Sr. VP, Corporate Communications & Investor Relations:
• Meeting and travel coordination, including the processing of expense reports.
• Support the planning and logistics of internal employee engagement and Culture Club activities.
• Schedule and coordinate the logistics of monthly All Employee Meetings (AEM).
• Initiate, process, and manage contracts via our internal contract management system, Iron Clad, open requisitions and purchase orders via our internal system.
• Provide back-up support to the IR team should calendaring and logistics support be needed.
• Own the ongoing management of the corporate calendar, which includes a comprehensive look at events across IR, all Board meetings, earnings dates, etc. Will require collaboration with the other EAs to complete.
• Keep a pulse on daily agendas and immerse yourself in their priorities - planning days in advance to ensure the right information, people, etc. are prepared and engaged.
• Build cross-functional relationships at all levels of the Company to ensure understanding of the business, leaders and workflow.
• Collaborate and partner closely other EAs regarding company-wide activities, investor relations meetings, cross-functional meetings, etc. and the Associate to the President & CFO.
• Develop an understanding of the team and field requests from all contacts, making a point to be available and approachable.
• Highly motivated and proactive, with the ability to work independently, anticipate needs, and take initiative to solve problems in a fast-paced environment.
• Ability to maintain confidentiality and handle sensitive information discreetly.
• Demonstrate composure and flexibility, regardless of competing priorities.
• Find new and efficient ways to create work processes to help maximize your executives' time, including weekly reporting, goal-tracking and team meetings.

Requirements:

• Bachelor's Degree with 10+ years' experience in an administrative role supporting a C-level Executive.
• Public-company CFO/Investor Relations support experience is a significant plus.
• Experience in life sciences/biotech companies a plus.
• Ability to be on-site as required for the role; expectation is starting at an average of 3 days per week but may grow to 5 days per week, based on business needs.
• Ability to respond to and support occasional off-hour requests given public company executive and investor relations aspects of role.
• Advanced knowledge of MS Office including Outlook, Word, Excel and PowerPoint; strong calendar and travel management skills and experience.
• Strong interpersonal skills, with excellent written and verbal communication skills.
• Ability to effectively communicate with people at all levels and from various backgrounds.
• Versatility, flexibility, resilience and a willingness to work within constantly changing priorities with passion and enthusiasm.
• Commitment to excellence and high standards with attention to detail.
• Strong organizational, problem-solving and analytical skills; able to manage priorities and workflow.

Reports to: President & Chief Financial Officer

Location: San Carlos, CA

Compensation:

The compensation package will be competitive and includes comprehensive benefits and an equity component.

Salary Range: $132,000 - $145,000

Vaxcyte, Inc.

825 Industrial Road, Suite 300

San Carlos, CA 94070

We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.